The Project Associate (PA) will be responsible for ensuring logistic arrangement for project’s activities, small and medium scale procurement, staff’s personnel file management, local and international travel arrangement, meeting arrangement and minuting, contracts administration and other day to day administrative and financial operation.

The Key responsibilities include:

1. Project Management Support

• Provide support to organize Project Executive Board meeting, Donor’s consultation meeting, Annual review and planning meeting with Partners and stakeholders;
• Provide support for draft meeting minutes for staff meeting, donors meeting, Project executive board meeting etc.;
• Arrange appointments of the senior project staffs i.e.  Portfolio Manager, National Project Director, National Project Manager, Coordinators and Officers as required;
• Provide support to NPM in documentation, filing of project related documents such as meeting minutes, reports, and plans; 
• Coordinate with project partners, field offices, consultants and beneficiaries for logistic arrangement; 
• Perform English and Nepali typing as requested by Project staff;
• Draft routine correspondence on matters concerning project activities and maintain incoming and outgoing letters, provide support for distribution properly.

2. Provide Procurement and Logistic support to the project

• Provide support to program management team in selection of consultants, experts and mobilize expertise from the partners, other UNDP projects and CSOs ;
• Provide logistical support for conducting various training programs, workshops, and meetings etc. by arranging program venue, transportation, food, accommodation, stationeries and DSA etc.;
• Provide support for selection of program venue by solicitating price quotation, LTAs from the vendors and UNDP, prepare financial comparatives, obtain approval, issue of Purchase Order etc.;
• Collect invoices of conducted program from vendors, validate it with comparatives and forward it for payment processing with supporting documents; 
• Provide support for other minor procurements i.e., equipment’s, goods and office supplies as and when required;
• Provide support for issuing air tickets for national and internal travels by collecting authorized travel documents and reporting for payment advice by collecting travel details as per rules;
• Provide support for preparing financial settlement of program staff, vendors and consultants by checking and validating bills and documents, prepare a payment summary of the expenditure and report it to the AFO regularly; 
• Handle payment disbursement of signed cheques, collect payment receipt, office seal and maintain it in voucher files properly.

3. Administrative support-personnel profile, leave management etc 

• Maintain staff’s personal files intact by filing contracts, PAR, and other various personal details. Update and maintain staff leave records properly;
• Maintain up-to-date external contact lists, monitor and supervise for handling all incoming phone calls in the front desk;
• Provide support to E-TDS filing and VAT filing in an online system of the Inland Revenue Department;
• Performo other tasks related to project work as per the requirements of the project.

4. Documentation and record management  

• Provide support for archiving of knowledge products and project documents produced by the project;
• Handle e-filing and archiving of knowledge products in cloud server;
• Perform other tasks as instructed by Admin and Finance Officer and assist in a day-to-day business.

5. Gender and Social Inclusion ( GESI) 

• Ensure GESI is mainstreamed in the budget, AWP, procurement and all other administrative work to be undertaken by the project 
• Fully comply with UNDP’s GESI policy and zero tolerance for sexual and gender based violence 

• Create a safe working environment by developing respectful and safe organizational culture and supporting practices;

• Collaborate with team members, programme partners, and sub-grantees to ensure safe implementation of programmes at the community level applying Do No Harm approach;

• Maintain higher sensitivity while working with women, children, people living with disability, LGBTIQ + and the members of vulnerable and excluded groups.

Education:

• Completion of Bachelor degree in management, humanities or social sciences ore relevant field.

Experience:

• At least 3 years of relevant work experience with UN or INGO or similar development agency;
• Sound knowledge of project management, procurement, logistical arrangement and office administration;
• Excellent command of MS Word and MS Excel, MS power points and proficient in use of emails and Internet.  Ability to type in Nepali will be an added advantage.

Language Requirements

• Fluency in English and Nepali is essential.